Technological innovation is transforming the way companies and public administrations manage their documents. IdeaRE presents a document intelligence project. This project was created in response to the need of large organisations to efficiently manage the large volume of documents linked to their property assets.
Owners of large real estate assets have to manage a huge amount of documents, including sale and purchase deeds, lease agreements, invoices and deeds of amendment of assets. The mismatch between the information in the documents and the information in the IT systems can generate operational inefficiencies and administrative problems, such as errors in land registry that impact on IMU and TASI taxation or discrepancies in rental contracts.
Artificial Intelligence as a Solution
The project exploits the potential of generative artificial intelligence to:
- Extracting and interpreting information from documents;
- Generate automatic summaries to facilitate consultation;
- Compare documentary data with those of management systems.
Through the advanced use of OCR (Optical Character Recognition) technologies, the system is able to digitise handwritten documents, even historical ones, transforming them into digitally readable texts. This data is then sent to a generative artificial intelligence for analysis and information structuring.
The Role of Reftree and Workflow Automation
At the heart of the project is the Reftree management system, which plays a key role in:
- Centralised document storage and management;
- Data cleaning and information validation
- Automation of document workflows.
- User interaction for queries and analysis;
The automated workflow allows human resources to be assigned supervision and control tasks, while AI takes care of the massive data analysis tasks.
Roadmap and future developments
IdeaRE has designed an innovative roadmap that will be completed during this year, introducing new features such as:
- Energy consumption analysis and ESG certification;
- Predictive maintenance of real estate assets;
- Financial analysis and cash flow management;
- Multi-channel integration for access via VoIP phone;
- Digital signature of documents.
The presented project represents a significant step towards digitisation and automation of document management. The integration of artificial intelligence, advanced OCR and automated workflows not only improves operational efficiency but also reduces errors and optimises resource management.
This innovation promises to redefine the future of document intelligence, making it a strategic asset for public and private organisations.
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